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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: 5/15/06
ORIGINAL
Subject: Receive and file the final
report on Federal Disaster
Declaration 1498 called the
"California Wildfires" which includes
the December 25, 2003 floods and
mud/debris flow.
From: Barbara Pachon, Finance
Director
Dept: Finance
Synopsis of Previous Council Action:
Recommended motion:
Receive and file the final report on Federal Disaster Declaration 1498 called the
"California Wildfires" which includes the December 25, 2003 floods and
mud/debris flow.
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Signature
Contact person: Barbara Pachon, Director of Finance
Phone: 5242
Supporting data attached: Staff Report, Attachments
Ward: All
FUNDING REQUIREMENTS: Amount: $1.785.337.65
Source:FEMAlOES Disaster Reimbursement Fund
Finance:
Council Notes:
Agenda Item No. d..tJ--
5/15 }D('
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT:
That the Mayor and Common Council receive and file the final report on Federal Disaster Declaration Number
1498 called the "California Wildfires" which includes the December 25, 2003 floods and mud/debris flow.
BACKGROUND:
On Saturday, October 25th the City of San Bernardino experienced the worst wildfire in its history. The City's
Emergency Operations Center (EOC) was officially activated and the Mayor declared by resolution a local
disaster and requested Federal and State assistance. The fire consumed over 91,000 acres across the San
Bernardino Mountains, from Devore to Lake Arrowhead. The northern sections of the City of San Bernardino,
near the foothills, were hardest hit. Several hundred homes within the City were either damaged or destroyed.
In addition several City and Water Department facilities were also damaged. Large amounts of resources and
manpower were required to bring the fire under control and to finally put it out.
Immediately following the fire, City staff began the process of working with FEMAlOES to identify, cost, and
document damage. During the course of this work, the City on December 25,2003 experienced heavy rainfall
and devastating mudflows that resulted in additional damage and devastation to the City of San Bernardino. It
was determined by FEMAlOES that the damage and devastation that resulted from the December 25, 2003
mudflows was eligible for reimbursement under the Disaster Declaration Number 1498, "California Wildfires".
For Disaster Declaration Number 1498 the Finance Department created thirty-two projects and assembled and
documented all the costs for each project. To track and document all the personnel costs for each project of the
Jisaster, Finance created an excel spreadsheet that met FEMAlOES requirements that was over seven thousand
lines in length which demonstrates the complexity of the documentation process. In addition, working with all
Departments to identify all costs, Finance produced countless additional pages of documentation to support
each item of expenditure that was incurred and paid through accounts payable for the disaster. In the end a total
of51,800,712.65 of costs were identified and submitted to FEMAlOES on behalf of the City of San Bernardino
for Disaster 1498. After the initial review by FEMAlOES, twenty-four of the submitted projects were accepted
in the total amount of $1,744,926.91. Of the eight projects not approved initially by FEMAlOES, Finance
appealed three of them, the City Administrator's Office appealed two of them, and three of the projects were not
pursued any further since the City had not either expended any funds on them or the disallowed amounts were
too small to be cost effective to pursue. In most cases other sources of funds were found to deal with those
problems that were identified in the three projects that were not appealed.
The final result of the appeals submitted by Finance was to have two out of the three projects approved by
FEMAlOES for a total additional amount of$40,410.74. The approved appeals brought the City's total amount
to be reimbursed to $1,785,337.65. The attached spreadsheet documents all the City projects and the approved
dollar amount for each project that is being reimbursed.
The two appeals submitted by the City Administrator's office were related to waiving building permit fees for
the Old Fire victims. FEMA denied these two claims. However, OES has stated that the State program will
consider reimbursing the City for the costs associated with the issuance of building permits for the Old Fire.
Since permits related to the Old Fire did not begin to be issued until long after the initial fire activity and are
still currently being issued, it was determined that the new claim would be submitted once the majority of the
,ermits have been issued. Information Technology staff is currently updating the Old Fire Inspection Log
Report and once that is received and the manpower hours calculated, the City Manager's Office will submit the
claim to OES. It is estimated that the costs (and associated claim) will be well over $200,000. There is a 25%
local cost share under the State program. Therefore, the state will only be funding 75% of the eligible costs.
It should be noted that in addition to the City's thirty-two projects, the Water Department had an additional
twelve projects that Water prepared and worked with FEMAlOES on. The total of the twelve Water
Department projects was $838,306.77 with $149,067 being reimbursed from FEMAlOES and the balance to be
covered by insurance.
FINANCIAL IMPACT:
To date the City of San Bernardino has actually been paid a total of$I,723,808.65 of the $1,785,337.65 owed.
The remaining $61,529 that is still to be paid is the retention amount that FEMAlOES holds. Finance is in the
process ofrequesting this final retention payment from FEMAlOES.
Of the $1,785,337.65 total reimbursement that belongs to the City of San Bernardino about $350,000 of it will
be transferred into the General Fund and will be available to budget for other uses. The $350,000 mostly
represents administrative overhead that is paid by FEMAlOES and equipment rental money paid to the City for
all city equipment that was used during the fire and mudflow disaster.
RECOMMENDA nON:
That the Mayor and Common Council receive and file the final report on Federal Disaster Declaration Number
1498 called the "California Wildfires" which includes the December 25, 2003 floods and mud/debris flow.
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